Mobile Barcode Inventory System: A Scanner Or A Smartphone?

Barcode Inventory System Scanning Options

You can use either a mobile phone camera for barcode scanning, or a regular barcode scanner. As a rule, using a smartphone camera for the barcode scanning is a good choice for the inventory management system. You do not need to purchase special hardware, which can be quite expensive. Company employees can use their own smartphones for tracking inventory and info look up. You will also reduce a learning curve for the employees, since they already know how to use a mobile phone they own.

However, barcode scanning with a mobile phone camera has its limits. There are cases when it is not a viable option.

When to use a barcode scanner vs mobile phone camera for inventory management

Here are some cases when you may want to use a hand held barcode scanner.

Barcode inventory tracking is faster with hand held scanner

If you usually need to scan in and out just several items at a time a mobile phone camera will work fine for you. But if your typical transaction includes tens or hundreds of items barcode scanner will work better for you because of the faster scanning speed. With a smartphone you need to focus the camera for each scan, which may add 1-2 seconds for each barcode. This extra time makes no difference for a few items, but for high volume inventory transactions the time gain will be significant. It will work even faster with RFID or BLE asset tracking system, where you can bulk scan all inventory with a single click in the mobile app.

Barcode scanner has a better focus

Some inventory items have several barcodes placed close together. For example, an item may have a SKU barcode and a lot number barcode next to each other. If this is the case, you won't be able to focus a mobile phone camera on a specific barcode that you need. You will need to close the other barcodes with a piece of paper in order to scan the correct one. You will not have any problems scanning a correct barcode with a handheld barcode scanner.

Barcode scanners work better in the poorly lit warehouse areas

Barcode scanners are more reliable than smartphone cameras in the low light areas. If you need to scan inventory in the areas that do not have a good lighting, using a handheld barcode scanner may be a better option. Some inventory management applications, such as a mobile app that comes with the QR Inventory system, have an option to turn on a flash light during the scan. This option tales away poorly lit areas problem.

Hand held barcode scanners work with the old 1D barcodes

Mobile phones cameras can read QR codes and UPC barcodes without problems. However, there are some older 1D barcodes that smartphone cameras cannot read. If your assets or inventory items are already labeled with this kind of barcodes, it may make sense to use a handheld barcode scanner rather than re-label items.

If you prefer to use a regular barcode scanner for inventory management, you will need to connect it to either a computer or a smartphone. For the inventory tracking in the field a mobile phone is the best option, since there are no computers nearby. In addition to scanning ability, you need a screen to process inventory transactions. You also need to pass on scanned batch to the inventory management system. A barcode scanner by itself does not have a screen, and cannot connect to a cloud software to transfer data. For this you need to use either a smartphone or a mobile computer, with latter being much more expensive. This article describes:

• How you can connect a Bluetooth barcode scanner to the smartphones and tablets
• Different barcode scanner modes and what they mean
• How to integrate a barcode scanner into your inventory management mobile app
• Other options for processing high volume inventory transactions fast

Using A Barcode Scanner With The Mobile Inventory Management System

What barcode scanner you can use with the mobile inventory system

The most common types of barcode scanners on the market today are USB barcode scanners and Bluetooth barcode scanners. USB scanners should be physically connected to the host via a USB port. Due to the physical connection they have very limited distance range. Bluetooth barcode scanners are wireless, and generally have a distance range of 30 - 40 feet (10 - 13 meters).

USB barcode scanners cost less than Bluetooth ones. However they are not a very good fit for a mobile barcode inventory system, where you need to connect a scanner to the smartphone. You may be able to connect a USB barcode scanner to the android smartphone if you use a USB adapter, but it certainly will be less convenient than the wireless scanner. You also will be limited to using the barcode scanner as a keyboard emulator (using so called "HID profile"), which, again, is not a very good option -- more on this later.

All in all, for the mobile inventory management system a Bluetooth barcode scanner is the best choice.

Several companies sell smartphone sleds - barcode scanners that can be attached to a smartphone and make it one device. However, you will need to buy a different sled for the iPhone and Android, while the same Bluetooth barcode scanner will work with both. Inventory management mobile app that you are using will need to be natively integrated with the sled provider's API. For example a mobile app that works with the Zebra sled won't work with the HoneyWell sled.

Connecting a barcode scanner to a mobile phone for inventory tracking

You can connect a Bluetooth barcode scanner to the Android or iOS mobile devices in either HID or SPP mode. Barcode scanners that support only HID mode are more popular and cost less, but are not a good choice if your goal is to increase scanning speed.

Barcode scanners connection modes: HID vs SPP

Connecting barcode scanner to a mobile app in HID mode

HID mode stands for Human Interface Device. In HID mode a barcode scanner interacts with the mobile phone or tablet as a keyboard. You need to put a text field in the focus, then scan a barcode. Scanned data will appear in the text field as if you have typed this info in using a keyboard.

For this mode you do not need to do anything special. You can use a barcode scanner in HID mode with any inventory management mobile app - no integration is required. However this defeats the purpose of using a barcode scanner in the first place. When you need to focus a text field for each scan inventory processing takes longer than doing scanning with a smartphone camera.

Connecting barcode scanner to a mobile app in SPP mode

SPP mode stands for Serial Port Profile. Sometimes it is also called an application mode. In SPP mode a barcode scanner is natively integrated with the inventory management mobile app. Scanned data is read and processed directly by the mobile app.

It means that you can do a continuous uninterrupted scanning, one item after another, without any extra navigation or clicks.

HID or SPP mode - which one is better for inventory management application

Barcode scanners on the market may support both HID and SPP mode, or only HID mode. The cheaper scanners often support only HID mode. It is important to note, that although the vendors of the barcode scanners tend to advertise it as a plus (works with any application, no integration required), HID mode is really not as good as it may sound. While it is true that it will work with any mobile app that expects data input in the text field, you will need to get back to the input field and put it in focus before each scan. This negates the "fast scanning" effect. If your goal is to have a fast scanning you really need a barcode scanner that supports SPP mode. SPP mode provides much faster scanning and better user experience.

Here are some pros and cons of HID and SPP barcode scanner modes.

Barcode Scanner In HID Mode -- Pros

• Cost less than barcode scanners that support SPP mode.
• No integration required - you can use it with any inventory management mobile app.
• You are not tied to any specific barcode inventory system and a barcode scanner brand.

Barcode Scanner In HID Mode -- Cons

• Slow scanning speed. You need to navigate back to the SKU / part number input field and put it into the focus for each scan. If your goal is a fast continuous scanning you will not be able to achieve that with the barcode scanner in HID mode.
• With many barcode scanners in HID mode you will not be able to use a real keyboard while the barcode scanner is connected. It means that if you are scanning inventory in or out you cannot enter an item quantity until you disconnect the barcode scanner.

Barcode Scanner In SPP Mode -- Pros

• Fast inventory scanning with no extra navigation or clicks. Barcode scanners in SPP mode are integrated into the inventory management mobile app which instantly receives scanned data.
• You can use a mobile device keyboard when a barcode scanner is connected.

Barcode Scanner In SPP Mode -- Cons

• Barcode scanners that support SPP mode tend to be more expensive.
• You need to use an inventory management mobile app which is natively integrated with the barcode scanner. Many inventory management systems do not have this capability.
• You are restricted to a specific barcode inventory system and a scanner brand combo.

Integrating a barcode scanner into the mobile inventory system

Integrating barcode scanner into the inventory management system -- HID mode

If you plan to use a Bluetooth barcode scanner connected to a mobile phone in HID mode, all you need to do is pair a scanner with the smartphone. Once the barcode scanner is paired you can scan in inventory SKU / part numbers into the text input field of the inventory management mobile app.

In order to pair a bluetooth barcode scanner with the mobile device (iOS or Android), follow these steps:

• Turn on the barcode scanner
• Make sure that the barcode scanner is discoverable (unpaired from the other devices). If you had paired the scanner with a different mobile device before, use vendor's instructions to unpair.
• Go to the mobile phone settings and turn Bluetooth on.
• The mobile phone will start scanning for the available devices. Your barcode scanner should appear in the list of available bluetooth devices.
• Click on the barcode scanner listing and tap "Pair".
• Barcode scanner status should change to "paired" or "connected".
• After this is done, you can start using a paired barcode scanner with the inventory management mobile app on this device.

Integrating barcode scanner into the inventory management system -- SPP mode

If you want to use a barcode scanner in SPP (application) mode, you will need a mobile app natively integrated with this barcode scanner. An inventory management system vendor will give you instructions on how to connect your barcode scanner with the mobile app. Some applications will guide you through the Bluetooth barcode scanner pairing and connection process. Other inventory software providers will expect you to pair the barcode scanner on your own before you can start using it with their inventory management mobile app.

If you will need to do barcode scanner setup and pairing yourself, the first step would be to put it in the SPP mode. Follow the instructions of the barcode scanner vendor to do this. Usually you will need to scan a command barcode provided by the vendor.

After this step is done you will need to pair a barcode scanner with the mobile device. The pairing steps are the same as for the scanner in HID mode.

The inventory management mobile app will either have a button to connect or disconnect the barcode scanner, or it will connect the scanner automatically after it is detected.

After the barcode scanner is paired and connected to the mobile phone you can start using it with the inventory management mobile app.

Fast Inventory Scanning Using Other Methods

Barcode scanner give you an option for faster inventory processing than scanning QR codes. There are other alternatives that could give you fast scanning options with only a mobile app and no specialized equipment. These options include NFC tags, BLE tags and RFID tags.

Mobile Inventory System With NFC Tags

Mobile phones, both iOS and Android, support NFC tags. NFC tags give you a much faster scanning than QR codes. You can use regular smartphone and achieve the same or better scanning speed than with a barcode scanner. NFC tags are scanned by bringing a smartphone close (within an inch) to the tagged object. You do not need to click and focus a mobile phone camera to scan.

NFC tags are slightly more expensive than the QR code labels, and harder to produce. On the plus side, you won't need to spend money on barcode scanners for all employees who are dealing with inventory management. All in all, NFC tags may be a feasible option and may work better for you than using traditional barcode scanners.

You can find more information on NFC and its use in the inventory and asset tracking in this blog article, and this article.

Mobile Inventory System With BLE Tags

BLE tags are also natively supported by the mobile phones, both Android and iOS. BLE tags provide even higher degree of inventory management automation than barcode scanners or NFC tags. With BLE tags, you won't need to handle each item, locate it ad scan a tag. One click in the inventory management mobile app will add all assets and inventory to the batch. You can process inventory transaction in seconds, regardless of how many items you need to move.

You can find more information on Bluetooth asset tracking here, and on various Bluetooth asset and inventory tracking options here.

Mobile Inventory System With RFID Tags

RFID tags give you similar bulk scanning option as BLE tags. However, unlike Bluetooth low energy (BLE), RFID is not supported by the smartphones. If you want to have a mobile inventory tracking system that uses smartphones, you will need to purchase a special RFID sled. The then can insert a smartphone in the RFID sled, and it will make them a single device with RFID scanning capabilities. You will need a different sled for iOS and Android mobile phones. An inventory management system will need to be integrated with the specific sled your purchased via a vendor API.

Barcode Inventory Tracking With The Mobile Inventory System: Takeaways

If you need to combine a mobile inventory management with an advanced barcode scanning, using bluetooth barcode scanner connected to a mobile device is a good option. You will be able to do fast scanning and still use all advantages of the mobile inventory system.

Using a barcode scanner connected to a smartphone in a HID mode is not very useful. In this mode you will need to navigate to the text input field and activate it for each scan. This negates the effect of the fast barcode scanning. It is likely that you will also not be able to use a mobile phone keyboard when the barcode scanner is connected. This is very inconvenient if you need to scan in inventory, and then enter quantity. You may find that using a barcode scanning with the mobile app is faster and gives you a better user experience.

If you are after faster barcode scanning, you need to use a barcode scanner that supports a SPP (application) mode. You will also need an inventory system with the mobile app that supports native integration with the Bluetooth barcode scanners.

Keep in mind that the mobile apps for the iOS platform (iPhones or iPads) should be integrated separately with each barcode scanner brand. If you are using iOS mobile phones, do not purchase barcode scanners before selecting an inventory management software and finding out which scanners are supported.

Android applications in principle can be made to work with any Bluetooth barcode scanner. Some of them (such as QR Inventory) do that, while others can work only with the specific brands. It is always a good idea to select an inventory management system first and then buy a barcode scanner recommended by the vendor.

Handheld barcode scanners are not the only way to achieve a fast barcode scanning in the inventory tracking mobile app. You can use NFC tags to achieve the same result, and BLE tags to have better results.